Green Room Process in zoom app
Protecting your Zoom Virtual Events – “Green Rooms”
When you host virtual events with Zoom, there are a few things you need to keep in mind. In order to control who is able to access your meetings or webinars, the first step is to restrict access to them. For any event to be secure, it is important to ensure that only authorized persons can un-mute, share screen, chat, and other functions. However, keeping a close eye on the participants is a good place to start. If you would like to register for a webinar[link], you can do so here. In spite of this, it is vital that you remember that meeting IDs are easily shared, so that a non-invited participant can join the meeting when you need video participation and cameras with your audience.
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You should never post meeting IDs on social media or in the public domain.
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Don’t share anything with your guests at all times.
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You can increase the security of your meetings by using passwords.
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When a new party joins your meeting, you can use our waiting room feature [more Information] to make sure that they have been verified.
The use of green rooms as a way of verifying that all participants joining a meeting are indeed expected guests and can be trusted with their interaction in the meeting is a good idea when the meeting will be broadcast as part of a larger event. Waiting rooms are a feature of Zoom, but green rooms are a behavior in our way of using Zoom.
As a separate Zoom meeting from your main event, the green room is an extension of your main meeting. There will be a green room meeting in which participants’ identities are confirmed, their avatars, audio, and video are checked, and the name and avatar that they will use to connect to the main broadcast meeting will be verified as well. This will be followed by an opportunity for the individual to ask any questions he or she might have regarding Zoom and/or the experience at that point in time.
Greenroom Flow
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As part of the invite, attendees will be provided with one or more meeting IDs that belong to the green room assigned to them during the main event (the actual meeting ID used for the main event will not be sent, so it cannot be shared).
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There is a green room meeting that participants can attend (either via a link or manually entering their ID/password information) and join its waiting room when they are ready.
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After confirming that their name is on the participant list, the green room host allows them to join the meeting in the green room.
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During the call, the host asks that audio and video be turned on (and that troubleshooting should be done if necessary).
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A link will be sent via the in-meeting chat after the green room host confirms that all of those have been confirmed.
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This is the process of tracking which users are coming through the green room process, so the green room host and the main meeting host keep in touch so that only those users are allowed into the main meeting. As we are sharing the link at this point, and someone has not already been through the green rooms, we will be unable to admit them from the waiting area of the main meeting if they have not already been through them.
Greenroom Slide
If you would like to quickly familiarize your participants with the rules during the green room session, we recommend sharing a slide that looks similar to the one below. As a result, those participants who may require technical assistance are able to get it quickly and be reminded of the key rules that apply to them.
Greenroom rules:
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In the event that the microphones of participants are muted, they cannot unmute them. You will need to use chat to contact the meeting host to request that you be unmuted privately if you want to speak.
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In the case of using a virtual background, it is important to use appropriate images.
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You should ensure that the video image you upload is appropriate for your video.
Greenroom best practices:
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It is expected that participants dress appropriately for the event.
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If they are unmuted, it would be ideal for them to be in a silent environment in order to hear themselves clearly.
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For better video quality, it is important to be in a space that has appropriate lighting.
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In order to actively participate in an event, it is necessary to turn on a camera.
Green Room Legal Disclaimer:
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In the event that the event is recorded, participants will be notified in advance.
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It is implied that their consent is implied by the fact that they are attending the event.
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We may use the information and data that they provide to market to them (or in any other way that we see fit).
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A law enforcement agency will be notified of any threats, racism, nudity, or child pornography displayed by participants or anyone else participating in the event.
The greenroom slide needs to be copied and styled accordingly.
Moderator guide for Green Rooms/Segments
Guide for printing
When you work as a moderator for green rooms, it is your responsibility to check people in, welcome them to the meeting and help them troubleshoot any issues that may arise with the sound or video (if any), and make sure they are ready until they come to the main event.
Checking in
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You will be able to see the username of the guest when they join the waiting room, and you can view their profile. I would recommend checking if their names appear on your guest list and accepting them if they do. You will have to use your judgement when choosing this name, as it might be something like “Kevin’s iPad.”
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In the meeting, ask each person to turn on their microphone and turn on their video once they reach the meeting room.
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The video they have recorded will allow you to confirm a person’s identity once again once you see their video.
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As a result, the main event will not have any unwanted guests entering the venue.
Troubleshooting
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If there is a problem with the camera, ask that person to open the video settings by clicking the up arrow next to the camera icon in the bottom right corner.
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As soon as they have finished going through all the video settings, you can work with them to ensure that everything is set up correctly.
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If someone has problems with their microphone, you might want to suggest they open the audio settings by clicking on the up arrow next to the microphone icon in the bottom left corner of the screen.
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Then you can go through all of the audio settings with them, making sure that everything is properly set up, and making sure that they are working properly.
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It is not possible for them to join the audio if their name does not appear in the participant list with the microphone icon next to it. In order to instruct your meeting participants to click the Join Audio button located on the bottom left of their screen and select to join with computer audio, you will have to use an in-meeting chat to let them know to do so.
Forwarding the guest to the main event
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In order to arrange for a guest to attend the main event, you will need to confirm their identity and make sure the audio and video settings are properly set up.
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It is necessary to provide them with a link to join the meeting which includes an embedded password, or you will need to send them a separate Meeting ID and password separately to allow them to join the meeting.
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In order to prevent other participants or guests from accessing those files without being vetted first, you should send them via private chat within the meeting.
Guide for printing